DEPARTMENT: Finance
DEPARTMENT HEAD: Troy Elliott
COUNCIL DISTRICTS IMPACTED: Citywide
SUBJECT:
Indoor LED Lighting Fixtures for the Convention Center Ballroom
SUMMARY:
This ordinance authorizes the award of a contract to Alderom, LLC to provide 312 Eaton Indoor LED Lighting Fixtures, for a total cost of $124,481.76, to the Convention and Sports Facilities Department, with an anticipated CPS Energy Efficiency Rebate of $22,000.00. Funding is available from the FY2018 Community & Visitor Facilities Fund.
BACKGROUND INFORMATION:
Submitted for City Council consideration and action is the attached tabulation of 12 bids to provide 312 Eaton Indoor LED Lighting Fixtures for the ballroom at the Convention Center for a total cost of $124,481.76 for the Convention and Sports Facilities Department. The Lutron Dimming system is an installed wired network that runs throughout the facility controlling the lighting levels in specific spaces for different events. This control is done through dimmers on the walls which are the devices used to adjust the brightness of a light. Dimmers connect to the driver in the lighting fixtures sending the instruction of the required brightness level. In order for the Lutron dimmer to work each fixture must have two drivers.
CSF performed tests in July 2017 on different light fixtures and concluded that only fixtures that contain two drivers are compatible with the existing Lutron Dimming System.
The department is recommending award to Alderom, LLC. Two lower cost bids were received and deemed non-responsive for failing to meet the bid requirement specifying that any fixtures bid must be compatible with the Lutron Dimming System at the Convention Center.
The lighting fixtures currently installed at the Convention Center ballrooms are halogen lighting fixtures. Halogen fixtures are being discontinued and are no longer being manufactured. Therefore, in order to maintain the lighting functionality in the ballroom the halogen fixtures are being replaced with 312 Eaton Indoor LED Lighting Fixtures which are compatible with the Convention Centers Lutron Dimming System.
The Eaton LED lighting fixtures qualify for the CPS Energy Efficiency Program. The Convention and Sports Facilities Department anticipates a rebate in the amount of $22,000.00 from CPS Energy.
Installation of the Eaton Indoor LED Lighting Fixtures will be performed by in-house building maintenance staff.
ISSUE:
This contract will provide Henry B. Gonzalez Convention Center with 312 Eaton LED Lighting Fixtures that will replace the existing halogen light fixtures that are being discontinued. In order to maintain the functionality of the ballroom at the Convention Center it is necessary to incorporate new fixtures using LED technology. The light fixtures are compatible with the existing Lutron Dimming System.
The Small Business Economic Development Advocacy (SBEDA) Ordinance requirements were waived due to the lack of small, minority, and/or women businesses available to provide these goods and services.
The recommended award is to the lowest responsive bidder, which is also a local business. Therefore, application of the Local Preference Program was not required.
The Veteran-Owned Small Business Program does not apply to good/supplies contracts, so no preference was applied to this contract.
ALTERNATIVES:
Should this contract not be approved, the Convention Sports and Facilities Department would be required to process individual procurements on as-needed basis. However, processing purchases as items are needed will result in non-contract pricing. The existing halogen light fixtures are being discontinued; making it difficult to find replacements. Furthermore, the Convention and Sports Facilities Department may miss the opportunity to receive the anticipated $22,000.00 rebate from CPS Energy.
FISCAL IMPACT:
This ordinance authorizes the purchase of 312 Indoor LED Lighting Fixtures from Alderom, LLC in the amount of $124,481.76. Funds for this purchase are available in the FY 2018 Community and Visitor Facilities Fund. After installation, CSF anticipates receiving a $22,000.00 rebate from CPS Energy.
RECOMMENDATION:
Staff recommends the approval of this purchase of 312 Eaton Indoor LED Lighting Fixtures from Alderom, LLC in the total amount of $124,481.76 for the Convention and Sport Facilities Department.
This contract was procured on the basis of low bid and a Contracts Disclosure Form is not required.